Accounts Receivable Coordinator

Salary: $52,447.00 - $70,804.00 Annually

Location : Westminster, MD

Job Number: FY25-00022

Job Summary

This position is responsible for performing a variety of accounts receivable functions in a number of systems including Colleague, TouchNet, Lumens and USAEpay pertaining to student, contract, and third-party billing; processing invoices; and performing related cash and recordkeeping functions. This position develops and implements record keeping systems, forms, policies, procedures, and establishes/monitors/maintains internal controls to safeguard sensitive information ensuring compliance with related College, state, and federal regulations. This position reports to the Senior Business Operations Manager.

Essential Job Functions

• Performs accounts receivable functions and reporting in a number of systems.
• Works with supervisor to ensure compliance with legal regulations related to collections of outstanding payments.
• Becomes knowledgeable/familiar with all positions within the Billing Office.
• Performs Contract Billing from Workforce, Business and Community Education (WBCE) including everything associated with Transmittals and Memos.
• Tracks transmittals through an electronic workflow.
• Reviews contracts and manages the billing process in accordance with acceptable College practices.
• Accesses sensitive financial information/College bank account(s) and manages inquiries into the account(s).
• Oversees grant billing and state funds billing requiring interaction with government representatives.
• Oversees and manages the entire Sponsor Billing process for both credit and WBCE including documenting the entire process, ascertaining the specifics of how each sponsor needs to be billed which often varies, ensures the student account is accurate and protected.
• Ensures that students pay their portion of the bill, and the sponsor pays in a timely manner.
• Assists in cleaning up the Sponsored Billing process as the college moves to Colleague SaaS.
• Bills all military branches for multiple different types of students. Determines which benefits apply to the student, how much the military will pay, how much the student will and then must bill through the complicated military electronic systems. Interacts with Financial Aid in order to properly protect the veteran and to determine the proper benefit status.
• Acts as back-up to the Senior Business Operations Manager as directed. Answers questions related to daily office operations as well as the tasks that are assigned to individuals; aids in accomplishing tasks or providing clarity when supervisor is not readily available.
• Acts as back up for financial aid transmittals, refund and waiver processing, billing emails, NSF’s, payment plan set up and tracking, child care billing and payments, collections management
• Performs Workforce, Business and Community Engagement (WBCE) 3rd Party billing management, credit sponsorships, fiscal affairs’ GL required reallocation of charges
• Performs other duties as assigned
  
  

Minimum Requirements To Perform Work

• Bachelor’s degree in business, accounting or in a related field with at least two college courses in accounting OR Bachelor’s degree with at least two college-level courses in accounting plus at least 5 years’ experience in accounting related functions.
• Minimum three years related experience in Accounts Receivable functions.
• Knowledge of Generally Accepted Accounting Principles (GAAP) when processing financial transaction in internal systems.
• Experience or technical competency with computerized accounting systems and spreadsheet software in a Windows environment and other environments.
• Experience with and/or aptitude to learn internal technical programs.
• Ability to interact professionally with multiple College departments, students and their families, government and private vendors.
• Ability to train others on new techniques, technologies and processes within the Billing Office.
• Ability to function as back-up for the Senior Business Operations Manager.
• Meticulous attention to detail with the ability to identify any errors and address them effectively.
• Exceptional written and verbal communication skills.
• Demonstrated ability to work independently while also interacting with a cohesive team.
• Ability to work with constituents of varying backgrounds.
• Must be positive, cooperative and supportive.
  
  

Preferred

• Prior entry level supervisory experience
• Prior experience using Ellucian Colleague, TouchNet, Lumens and/or USAEpay OR other customer management or POS systems.
  
  

Supplemental Information

Salary Information

This full-time position will be placed on the College 12-month employee Exempt Staff salary scale at grade 104. Actual salary placement based on qualifications and experience. Position includes an excellent fringe benefits package.

Physical Demands

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Hear/talk/communicate - Must be able to exchange information and communicate
• Visual Acuity/ability to perceive or detect surroundings
• Mental acuity - Able to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e. keyboarding)
• Stand/sit/walk/able to move or traverse from one area to another
  
  

Work Environment

College campus, direct contact with diverse students, staff, faculty and the general public in classrooms, common and shared areas, offices, and campus environments. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms. Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations; observance of all College policies; and observance of traffic laws when/if driving College vehicles.

To Qualify For Employment, Selected Candidates Must

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships
  
  

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

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